S-10000-00016969 Request for Proposal~1.pdf

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STATE OF OREGON

COVER PAGE

The Oregon Department of Human Services, by and through its Office of Self-Sufficiency Programs, Refugee Program

Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number S-10000-00016969 for

REFUGEE EMPLOYMENT AND PRE-EMPLOYMENT TRAINING SERVICES

Date of Issue: June 16, 2026

Opening Date and Time: July 16, 2026, 3:00 PM Pacific Time

Single Point of Contact (SPC): Sharon M. Landis, OPBC

Address: 500 Summer Street NE, E-03 City, State, Zip Salem, Oregon 97301 Phone (office/cell) 971-208-4151 E-mail: sharon.m.landis@odhsoha.oregon.gov

You can get this document in other languages, large print, braille, or a format you prefer free of charge. Contact the SPC at the contact information found above. We accept all relay calls.

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

4.10 EVALUATION PROCESS

4.11 POINT AND SCORE CALCULATIONS

4.12 RANKING OF PROPOSERS

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.2 CERTIFIED FIRM PARTICIPATION

6.3 GOVERNING LAWS AND REGULATIONS

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.6 COST OF SUBMITTING A PROPOSAL

6.7 FULL WEBSITE LINKS

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LIST OF ATTACHMENTS

ATTACHMENTS FOR DOWNLOAD ON OREGONBUYS

ATTACHMENT A PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E BUDGET AND JUSTIFICATION TEMPLATE

ATTACHMENT F RESPONSIBILITY INQUIRY

ATTACHMENT G CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN

ATTACHMENT H DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT I SAMPLE CONTRACT

ATTACHMENTS TO BE CREATED OR PROVIDED BY PROPOSER

ATTACHMENT B KEY PERSONS’ SUMMARY, PROJECT ORGANIZATIONAL CHART, AND KEY

PERSONS’ RESUMES

ATTACHMENT C TECHNICAL PROPOSAL

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Department of Human Services (“Agency”), is issuing this Request for Proposal under the provisions of ORS 279B.060 for Refugee Employment and pre-Employment Training Services.

Additional details on the Scope of Services are included in section 2.4 Scope of Work.

Agency anticipates awarding one Contract from this RFP for each of the following areas:

• Area 1: Portland-Metro area shall cover Multnomah, Washington, and Clackamas counties. The award amount for Area 1 shall not exceed $3,000,000.

• Area 2: Salem-Corvallis-Eugene area shall cover Benton, Lane, Linn, Marion, Polk, and Yamhill Counties. The award amount for Area 2 shall not exceed $400,000.

In-person Services shall be provided in the service area. Both awarded Contracts shall also be responsible for providing virtual Services statewide to eligible clients who cannot access in-person Services. Funding for these Services are already included in the not-to-exceed amounts listed for each area above.

Only one area per Proposal is allowed. The Technical Proposal (Attachment C) will specify whether it covers Area 1 or Area 2. Proposer may submit more than one Proposal.

Federal Funding for these Services through Assistance Listing (“AL”) 93.566 Office of Refugee Resettlement, Social Services and AL 93.558 Temporary Assistance for Needy Families.

The initial term of the Contract is anticipated to be one year; Agency reserves the option to renew up to a cumulative maximum of five years, based on Agency’s satisfaction of the provision of Services and funding availability.

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1.2 SCHEDULE

The following table represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change.

Event Date Time

Pre-Proposal Conference (See Section 4.2 “Pre-Proposal Conference” for additional information, including meeting link.)

July 1, 2026 10:00 AM

Questions / Requests for Clarification Due July 6, 2026 10:00 AM

Answers to Questions / Requests for Clarification Issued (approx.)

Provided approximately within three business days of receipt

RFP Protest Period Ends 7 calendar days prior to RFP Opening

Opening (Proposal Due) See RFP cover page

Issuance of Notice of Intent to Award (approx.) August 17, 2026

By Close of Business Day

Award Protest Period Ends 7 calendar days after Notice of Intent to Award

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information. Proposer shall direct all communications related to any provision of the RFP only to the SPC, whether the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.1.1 Authority

Agency is issuing this RFP pursuant to its authority under ORS 279A.050 and OAR 125-246-0170(2).

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2.1.2 Method

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. Agency may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations;

d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 DEFINITION OF TERMS

For the purposes of this solicitation, capitalized words will refer to the following definitions.

2.2.1 General Definitions

Capitalized terms not specifically defined in this document are defined in OAR 125- 246-0110.

2.2.1.1 Addendum or Addenda means an addition to, deletion from, a material change in, or general interest explanation of, a Solicitation Document.

2.2.1.2 Affected Proposer means a Proposer whose ability to participate in a Procurement is adversely affected by an ODHS decision.

2.2.1.3 Close of Business Day means 5:00 pm Pacific time.

2.2.1.4 OregonBuys means the State of Oregon’s eProcurement system which replaced the Oregon Procurement Information Network (ORPIN) on July 1, 2021. This web-based system automates Oregon’s procurement process.

2.2.1.5 Personal Services means Services that require specialized skills, knowledge and resources in the application of technical or scientific expertise, or the exercise of professional, artistic or management discretion or judgment, including, without limitation, the Services of an accountant, physician or dentist, educator, information technology professional, Consultant, broadcaster, or artist (including a photographer, filmmaker, painter, weaver or sculptor).

2.2.1.6 Proposal means a written response to a Request for Proposals.

2.2.1.7 Proposer means an individual, corporation, partnership, limited liability company, association, joint venture, governmental agency, public corporation, or any other legal or commercial entity who submits a Proposal in response to a Request for Proposals.

http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html

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2.2.1.8 Responsible means meeting the standards set forth in OAR 125-247-0640 or 125-249-0390(2) and not debarred or disqualified by the Authorized Agency under OAR 125-247-0575 or 125-249-0370.

2.2.1.9 Responsive means having the characteristic of substantial compliance in all material respects with applicable solicitation requirements.

2.2.1.10 Services means Personal Services.

2.2.1.11 Scope means the extent or range of view, outlook, application, operation, or effectiveness.

2.2.2 Project Specific Definitions

2.2.2.1 Cash Assistance means Refugee Cash Assistance (“REFC”) and Temporary Assistance to Needy Families (“TANF”).

2.2.2.2 Client means an individual who meets the eligibility criteria as described in section 2.4 Scope of Work.

2.2.2.3 Community-Based Organization (“CBO”) means a public or private nonprofit organization that is representative of a community, or significant segments of a community, and engaged in meeting that community's needs in the areas of social, human, or health services.

2.2.2.4 Database of Oregon Refugees (“DOOR”) means the web-based application used for data collection and reporting by the Agency

2.2.2.5 Digital Literacy means a person’s ability to find, evaluate, and communicate information by utilizing typing or digital media platforms.

2.2.2.6 English as a Second Language (“ESL”) Classes means instruction to teach English language skills, which may include listening, speaking, reading, writing, study skills and content vocabulary.

2.2.2.7 Family Self-Sufficiency Plan (“FSSP”) means a plan that addresses the employment-related Service needs of the employable members in a family for the purpose of enabling the family to become self-supporting through the employment of one or more family members. FSSPs are required for both REFC recipients and individuals not receiving any Cash Assistance.

2.2.2.8 Faith-Based Organization means a charitable or nonprofit organization

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2.2.2.9 Families means a family unit comprised of individuals who are eligible for ORR Services.

2.2.2.10 Federal Office of Refugee Resettlement (“ORR”) means the office under the Federal Department of Health and Human Services that promotes the health, well-being, and stability of refugees, unaccompanied children, and other eligible individuals and families through culturally responsive, trauma-informed, and strengths-based Services.

2.2.2.11 GED Program means a program to give an individual an opportunity to demonstrate the level of achievement usually acquired through the completion of a traditional United States (“U.S.”) high school course of study. The GED is an equivalent certificate to a U.S. high school diploma.

2.2.2.12 Individual Employment Plan (“IEP”) is an individualized written plan for a Refugee registered for employment services that sets forth a program of Services intended to result in the earliest possible employment of the Refugee. This is to be created for all Refugee Employment Program (“REP”) participants.

2.2.2.13 Matching Grant enrollees means Refugees who have signed up for the federal Matching Grant program and are within their Matching Grant period of eligibility.

2.2.2.14 Needs Assessment means an evaluation completed with a Client seeking Services to determine their goals, barriers, strengths, resources, and Services needed in order for the Client to reach their goals.

2.2.2.15 Other Local Service Providers means local service providers that do not receive funding from ORR.

2.2.2.16 Personal Development Plan (“PDP”) is defined in OAR 461-001-0025(6) as a written outline, developed in partnership by the participant and family coach, with input from community partners as appropriate, listing activities and goals for the individual. PDPs are required for TANF recipients.

2.2.2.17 Pre-Employment Training (“PET”) means a training program that is provided by the awarded Contractor to Clients as part of their

DAS Procurement Services, Version 4.5 March 31, 2023 Page 9 of 65 employability Services. PET Services include English Language Instruction (“ELI”), Vocation Training (“VT”), On the Job Training (“OJT”), and other training that provides the Client with employment skills.

2.2.2.18 Refugee Cash Assistance (“REFC”) is a federal assistance program administered by Agency. REFC is cash assistance provided to low-income Refugees, who are not eligible for the TANF program.

2.2.2.19 Refugee Employment Services (“RES”) is a collection of Services provided by the awarded Contractor which focuses on creating an employment plan that supports the Client’s FSSP/PDP and includes career development training and job search and placement Services.

2.2.2.20 Refugees mean all eligible populations listed in section 2.4.1.1.

2.2.2.21 Resettlement Agencies (“RA”) are agencies who have contracted with the Agency as an affiliate of a recognized national resettlement agency to provide initial resettlement Services to Refugees during the initial resettlement period. RAs may also be referred to as local resettlement providers (LRPs).

2.2.2.22 Service Plan means a Service delivery plan completed with a Client seeking Services, to support the Client in achieving their identified goals.

The Service Plan shall be informed by the Client’s Needs Assessment. An example of a Service plan is an FSSP.

2.2.2.23 State Agencies means agencies that are created by the state government to carry out specific functions or Services on behalf of the state.

2.2.2.24 Temporary Assistance to Needy Families (“TANF”) means the federal cash assistance program administered by Agency, that provides financial assistance to families with children who are experiencing low income.

2.2.2.25 Program of Initial Resettlement (PIR)”: means the federal program administered by the Office of Refugee Resettlement (ORR) that provides newly arrived refugees and Special Immigrant Visa (SIV) holders with essential, short-term support during their first 30 to 90 days in the United States. PIR services are provided by RAs.

2.2.3 OregonBuys Terminology

2.2.3.1 An Addendum to an RFP is a written change to the RFP.

https://www.google.com/url?sa=i&source=web&rct=j&url=https://acf.gov/orr&ved=2ahUKEwjurvWx3fiUAxWgITQIHSygEA0Qy_kOegoIAggACAAIBRAE&opi=89978449&cd&psig=AOvVaw2Q002MwinF7oUi0VqJKkXV&ust=1781045428271000

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2.2.3.2 An Amendment is a change or addition to the electronic Bid Solicitation. An Amendment includes Applicant List, Intent to Award Notice, Questions and Answers, and Written Addendums.

2.2.3.3 The Attachments described in subsection 3.3 of this RFP are Attachments in OregonBuys or Attachments that need to be created by Proposer.

Attachments in OregonBuys must be downloaded from OregonBuys in addition to this RFP Document.

2.2.3.4 Bid or Bid Solicitation is the same as Request for Proposals. The Bid Solicitation number S-10000-000016969 is Agency’s Request for Proposals from qualified Vendors to provide project management Services.

2.2.3.5 Bid Availability Date is the date and time the Bid Solicitation will be visible in OregonBuys for vendors to respond.

2.2.3.6 Bid Opening Date is the date and time after which vendor Proposals will no longer be accepted in OregonBuys.

2.2.3.7 A Quote is a Vendor’s response to a Bid Solicitation. The Vendor submits a Quote in OregonBuys using the Attachment documents provided by Agency in OregonBuys, and the Attachment documents that must be created by Vendor, if any.

2.2.3.8 As used in OregonBuys, Seller or Seller Administrator may be the same entity as a Vendor, Supplier, or the Proposer.

2.2.3.9 Vendor refers to the public or private entity that registers in OregonBuys to respond to Bid Solicitations or view awarded contracts and agreements.

2.2.4 OregonBuys Resources:

2.2.4.1 For Assistance with OregonBuys (Vendor Help Desk):

Email: support.oregonbuys@das.oregon.gov Phone: 1-855-800-5046 (Support Hours: 7 am – 6 pm, PT, Monday – Friday, closed state holidays)

2.2.4.2 For information on how to register as a Vendor in OregonBuys:

How to Register mailto:support.oregonbuys@das.oregon.gov https://www.oregon.gov/das/ORBuys/Documents/OregonBuys_Registration_Guide.pdf

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2.2.4.3 For guidelines on how to find an open or closed Bid Solicitation in OregonBuys:

How to Find

2.2.4.4 Detailed instructions on how to submit a Proposal (“Quote”) in OregonBuys:

How to Submit

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

2.3.1.1 Oregon Department of Human Services

The Oregon Department of Human Services is Oregon’s principal agency for helping Oregonians achieve well-being and independence. We provide direct Services to more than one million Oregonians each year. These Services are a key safety net for people in diverse communities across Oregon. Through our Building Well-being Together initiative, we’re working to ensure that people, families and communities across Oregon have the Services and supports they need.

Our vision, mission and goals Vision: Safety, health and independence for all Oregonians.

Mission: To help Oregonians in their own communities achieve well-being and independence through opportunities that protect, empower, respect choice and preserve dignity.

Goals:

• People are safe and living as independently as possible.

• People are able to support themselves and their families through stable living wage employment.

• Children and youth are safe, well and connected to their families, communities and cultural identities.

• Choices made by seniors and people with disabilities about their own lives are honored.

• Partners, clients and community members are actively engaged in a variety of collaborative and cultural identities.

• Culturally specific and responsive Services are provided by highly qualified and diverse staff.

https://www.oregon.gov/das/ORBuys/Documents/How-to-Find-Open-or-Closed-Bids.docx https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

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• The department is committed to equal access, Service excellence and equity for all Oregonians.

2.3.1.2 Office of Oregon Self-Sufficiency Programs

Oregon’s Self-Sufficiency Programs (“SSP”) provide resources, like cash and food assistance, as well as targeted Services to help people move out of poverty and toward whole well-being. Programs include food benefits (SNAP), cash assistance (TANF), Services for domestic violence survivors, resources for refugees, and support for youth experiencing homelessness. People can apply for these programs by phone, in person or online at one.oregon.gov.

2.3.1.3 Refugee Program

The Refugee Program is Oregon’s main program that supports refugees. It provides Refugee Cash Assistance and Refugee Medical Assistance. It also manages state and federal funding to offer social Services that help eligible refugees and other humanitarian immigrants in Oregon become independent and successfully adjust to life in the United States.

2.3.2 Project Overview and Background

2.3.2.1 Cash Recipients

Oregon has had over 14000 cash recipients with an ORR eligible status in the past 5 years. These individuals have received cash assistance on over 8000 unique cases. One third of these cash recipients have arrived through the refugee resettlement program. The remaining two thirds are Cuban/Haitian Entrants, Ukrainian Humanitarian Parolees and other ORR eligible individuals who have resettled in Oregon on their own. All these individuals are potentially eligible Clients to be served through up to two Contracts awarded because of this RFP.

2.3.2.2 Breakdown by Country of Origin

These arrivals and cash recipients were from 94 countries. The table below shows the percentage breakdown by the largest countries.

Countries % of Total Cash recipients Ukraine 34% Cuba 23%

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Countries % of Total Cash recipients Afghanistan 14% Haiti 5% Venezuela, Bolivarian Republic Of 3% Myanmar (Burma) 3% Democratic Republic of the Congo 2% Other Countries 16%

2.3.2.3 Breakdown by Immigration Status

Immigration Status % of Total Cash recipients Asylum Granted 1% Cuban/Haitian Entrant 28% Humanitarian Parolees 40% Refugees 21% Special Immigrant Visa Holders from Afghanistan and Iraq 10%

2.3.2.4 Breakdown by County of Residence

Counties % of Total Cash recipients Multnomah county 61% Washington county 13% Clackamas county 12% Marion county 10% Lane county 2% Benton county 1% Other Counties 1%

2.3.2.5 Top Spoken Languages

Languages % of Total Cash recipients Spanish 29%

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Languages % of Total Cash recipients Russian 19% Ukrainian 14% Dari 8% English 7% Haitian 3% Rohingya 2% Central Pashto 2% Swahili 2% Standard Arabic 1% Farsi / Persian 1% Other 12%

2.3.3 Purpose

The purpose of this RFP is to award up to two Contracts to provide Refugee Employment and Pre-Employment Services under the Refugee Employment Program to Clients that have resettled in Oregon and require assistance to adapt to living and working in the U.S.

2.4 SCOPE OF WORK

The Agency is seeking proposals from qualified Proposers to provide Services with at least the levels of experience, abilities and expertise identified in this RFP. For purposes of this section 2.4 Scope of Work, Contractor means the Apparent Successful Proposer(s).

2.4.1 Eligibility Criteria

2.4.1.1 To be eligible for Services under the awarded Contract, the individual must hold one of the following immigration statuses:

2.4.1.1.1 Refugee: An individual who is admitted to the U.S. as a refugee under section 207 of the Immigration and Nationality Act (INA) (8 U.S.C. 1157);

2.4.1.1.2 Asylum Granted: An individual who is granted asylum under section 208 of the INA (8 U.S.C. 1158);

2.4.1.1.3 Cuban or Haitian Entrant: A “Cuban entrant” or “Haitian entrant” (as defined in section 501(3) of the Refugee Education Assistance Act of 1980);

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2.4.1.1.4 Iraqi and Afghan SIV holders: An Iraqi or Afghan individual granted SIV status under section 101(a)(27) of the INA. These individuals are lawfully admitted for permanent residence under the INA;

2.4.1.1.5 Amerasians: An individual who is granted immigration status under section 584 of Public Law 100-202; the Foreign Operations, Export Financing, and Related Program Appropriations Act of 1988; as amended by Public Law 100-461. These individuals are lawfully admitted for permanent residence under the INA;

2.4.1.1.6 Certified Foreign-Born Victim of Human Trafficking:

• An individual who is a "victim of a severe form of trafficking in persons" certified under the Victims of Trafficking and Violence Protection Act of 2000 (22 U.S.C. 7101 to 7112), or

• An individual who is a family member of a “victim of a severe form of trafficking in persons” who holds a visa for family members authorized by the Trafficking Victims Protection Reauthorization Act of 2003 (22 U.S.C. 7101 to 7112).

2.4.1.1.7 Afghan Special Immigrant Conditional Permanent Resident:

• An individual who is a citizen or national of Afghanistan who was granted Special Immigrant Conditional Permanent Resident status on or after July 31, 2021;

• An unmarried child under the age of 21 or spouse of an individual listed in section 2.4.1, “Eligibility Criteria”, subsection 2.4.1.1, paragraph 2.4.1.1.7, first bullet; or

• A parent or legal guardian of an individual listed in section 2.4.1, “Eligibility Criteria”, subsection 2.4.1.1, paragraph 2.4.1.1.7, first bullet, who is determined to be an unaccompanied child as defined by 6 U.S.C. § 279(g)(2).

2.4.1.1.8 Afghan SQ/SI Parolee:

• An individual who is a citizen or national of Afghanistan who was granted Special Immigrant SQ/SI Parole status on or after July 31, 2021;

• An unmarried child under the age of 21 or spouse of an

DAS Procurement Services, Version 4.5 March 31, 2023 Page 16 of 65 individual listed in section 2.4.1, “Eligibility Criteria”, subsection 2.4.1.1, paragraph 2.4.1.1.8, first bullet; or

• A parent or legal guardian of an individual listed in section 2.4.1, “Eligibility Criteria”, subsection 2.4.1.1, paragraph 2.4.1.1.8, first bullet, who is determined to be an unaccompanied child as defined by 6 U.S.C. § 279(g)(2).

2.4.1.1.9 Afghan Humanitarian Parolees:

• Citizens or nationals of Afghanistan paroled into the U.S. under section 212(d)(5) of the INA between July 31, 2021, and September 30, 2023;

• Spouse or child of any Afghan humanitarian parolee described in 2.4.1, “Eligibility Criteria”, subsection 2.4.1.1, paragraph 2.4.1.1.9, first bullet; or

• Parent or legal guardian of any individua described in 2.4.1, “Eligibility Criteria”, subsection 2.4.1.1, paragraph 2.4.1.1.9, first bullet, who is determined to be an unaccompanied child as defined by 6 U.S.C. § 279(g)(2), who is paroled into the U.S. after September 30, 2023.

2.4.1.1.10 Ukrainian Humanitarian Parolees;

• An Individual paroled into the U.S. between February 24, 2022, and September 30, 2024, and meets one of the following:

o Is a citizen or national of Ukraine; or o Last habitually resided in Ukraine.

• Paroled after September 30, 2023, and who is one of the following:

o An unmarried child under the age of 21 of an individual listed in 2.4.1, “Eligibility Criteria”, subsection 2.4.1.1, paragraph 2.4.1.1.10, first bullet. An unmarried child is an individual as defined in section 101(b) of the INA (8 U.S.C. § 1101(b)); or o The spouse of an individual listed in Section in 2.4.1, DAS Procurement Services, Version 4.5 March 31, 2023 Page 17 of 65

“Eligibility Criteria”, subsection 2.4.1.1, paragraph 2.4.1.1.10, first bullet.

• An individual who was paroled into the U.S. after September 30, 2023, and is the parent, legal guardian, or primary caregiver of one of the following:

o An individual listed in 2.4.1, “Eligibility Criteria”, subsection 2.4.1.1, paragraph 2.4.1.1.10, first bullet, who is an unaccompanied refugee minor, as defined in section 412(d)(2)(B) of the INA (8 U.S.C. § 1522(d)(2)(B)); or o An individual listed in 2.4.1, “Eligibility Criteria”, subsection 2.4.1.1, paragraph 2.4.1.1.10, first bullet who is an unaccompanied child, as defined in section 462(g)(2) of the Homeland Security Act of 2002 (6 U.S.C. § 279(g)(2)).

2.4.1.1.11 Any other statuses eligible under OAR 461-120-0125(5); or

2.4.1.1.12 Individuals defined in 45 Code of Federal Regulation (CFR) 400.208(a).

2.4.1.2 Eligibility Date:

2.4.1.2.1 For all individuals listed in 2.4.1, “Eligibility Criteria”, subsection 2.4.1.1, paragraph 2.4.1.1.1 through 2.4.1.1.11, their eligibility date starts from the date they receive their first eligible immigration status; or

2.4.1.2.2 For a child found eligible in accordance with 2.4.1, “Eligibility Criteria”, subsection 2.4.1.1, paragraph 2.4.1.1.12, their eligibility date starts from the most recent eligibility date of their parent(s) who qualifies for ORR services.

2.4.1.3 Eligibility Period:

2.4.1.3.1 Individuals listed in 2.4.1, “Eligibility Criteria”, subsection 2.4.1.1, paragraph 2.4.1.1.1 through 2.4.1.1.1.8, are eligible for Service up to 60 months from the date the individual received their first eligible immigration status;

2.4.1.3.2 Individuals listed in 2.4.1, “Eligibility Criteria”, subsection 2.4.1.1, paragraph 2.4.1.1.9 through 2.4.1.1.1.10 are eligible for Services

DAS Procurement Services, Version 4.5 March 31, 2023 Page 18 of 65 until the end of the individual’s parole term or 60 months, whichever is earlier. If the individual receives another eligible immigration status, they may be eligible for Services up to 60 months from the date of their first eligible immigration status;

2.4.1.3.3 If any of the individuals in 2.4.1, “Eligibility Criteria”, subsection 2.4.1.1, paragraph 2.4.1.1.9 through 2.4.1.1.1.10 obtains Temporary Protected Status (TPS), the individual will remain eligible for ORR benefits and Services until the end of the individual’s parole term.

An individual with only TPS and no underlying humanitarian parole is not eligible; and

2.4.1.3.4 For a child found eligible in accordance with 2.4.1, “Eligibility Criteria”, subsection 2.4.1.1, paragraph 2.4.1.1.12 , their eligibility period will match the eligibility period of their parent(s) who most recently qualified for ORR Services.

2.4.1.4 Immigration Documents: To establish eligibility the Contractor must verify the Client’s immigration documents. Contractor shall review more than one immigration document if necessary to establish eligibility. Immigration documents are listed in ORR Policy Letter 16- 01, 22-02, 22-13 or Oregon Programs Eligibility Notebook (OPEN) Chapter 6 Non-Citizens.

2.4.1.5 Residency: The individual must be a resident of Oregon.

2.4.1.6 Clarification: Agency shall have the authority to issue clarifications regarding eligibility and immigration documents as necessitated by changes in Federal policies.

2.4.2 Service Area

Contractor shall provide in-person Services in either Area 1 – Portland- Metro area, or Area 2 – Salem-Corvallis-Eugene area. The Contractor shall also provide virtual Services statewide to eligible clients who cannot access in-person Services.

2.4.3 Services to be Provided

2.4.3.1 RES

Contractor shall provide RES Services to all individuals referred to Contractor by ODHS and work closely with PET to serve Refugees and help them towards self-sufficiency.

https://acf.gov/orr/policy-guidance/documentation-requirements-refugee-resettlement-program https://acf.gov/orr/policy-guidance/documentation-requirements-refugee-resettlement-program https://www.acf.hhs.gov/sites/default/files/documents/orr/ORR-PL-22-02-Additional-ORR-Eligibility-Categories-and-Documentation-Requirements-for-Afghan-Nationals-Revised.pdf https://www.acf.hhs.gov/orr/policy/policy-letters/22-13 https://sharedsystems.dhsoha.state.or.us/DHSForms/Served/de2818.pdf https://sharedsystems.dhsoha.state.or.us/DHSForms/Served/de2818.pdf https://sharedsystems.dhsoha.state.or.us/DHSForms/Served/de2818.pdf

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2.4.3.1.1 Intake for RES

Contractor shall complete a RES intake with all Refugees requesting Services. A RES intake determines if the Refugee is eligible to receive RES Services, provides an overview of Services, and collects demographic information. Intake with Refugees shall require completion of the following steps:

Contractor shall:

2.4.3.1.1.1 Ensure that all Refugee applicants meet project eligibility per section 2.4.1, Eligibility Criteria;

2.4.3.1.1.2 Complete an Agency approved information intake form for each referral with a copy sent to Agency branch office and Agency central office;

2.4.3.1.1.3 Provide each Refugee an overview of Services;

2.4.3.1.1.4 Inform Refugees at the time of intake of the Client’s Employment Rights and Responsibilities:

• Client’s rights:

o Regarding fair, respectful, and equitable treatment;

o Regarding receiving interpretation in the language of their choice;

o Clients are made aware that women have the same rights as men to all Services; and o To file a complaint or request a hearing.

• Client’s Responsibilities:

o To participate in employment planning and in the creation of the Client’s IEP.

o To participate in the IEP activities to move them towards self-sufficiency;

o Joint responsibility with Contractor to seek employment;

and

DAS Procurement Services, Version 4.5 March 31, 2023 Page 20 of 65 o To communicate about job placement, any limitations to employment and jobs participation, any need of accommodations to participate in activities, or any other concern or issue related to these Services;

2.4.3.1.2 FSSP or PDP

2.4.3.1.2.1 If the Client is receiving Cash Assistance, the Contractor shall receive a copy of the FSSP or PDP from Agency.

2.4.3.1.2.2 If a Client is not receiving Cash Assistance, the Contractor shall create a new FSSP for the client.

2.4.3.1.3 Individual Employment Plan

Contractor shall:

2.4.3.1.3.1 Create an IEP with the participation of each Client enrolled in RES Services. The IEP shall include:

• Information from FSSP for REFC Clients or PDP for TANF Clients;

• Steps to meet the needs of each Client after reviewing personal work skills, employment goals, and training needs with reasonable time frames; and

• Short term and long-term employment goals with the Client’s input and participation. Contractor shall explain the concept of short and long-term goals. If after consultation with Client, no goal can be identified then that must be documented.

2.4.3.1.3.2 If the Client has a non-employment need, refer Client to Agency and, if applicable, to extended case management or other available community resources;

2.4.3.1.3.3 Assure that English language acquisition is provided to Clients concurrently with Employment Services and is described in their IEP;

2.4.3.1.3.4 Obtain a work history from each Client to establish goals in their IEP and help to create a resume. The focus is to obtain as

DAS Procurement Services, Version 4.5 March 31, 2023 Page 21 of 65 much information as possible from past work, Client’s transferable skills, or other information that will be helpful in setting IEP goals for each Client;

2.4.3.1.3.5 Explain the Client’s rights and responsibilities regarding participation in the IEP activities and explain what is required if Client is unable to follow the plan;

2.4.3.1.3.6 Explain the next steps for the completion of the IEP and describe the Services available from the Contractor and other service providers within the area;

2.4.3.1.3.7 Provide details such as the time of day and days of the week the Services shall be provided;

2.4.3.1.3.8 Keep in mind the differing requirements of the REFC and the TANF programs when creating an IEP for each Client and the unique needs that each Client may have;

2.4.3.1.3.9 Assist Client with PET activities, which may be at the Contractor’s site, online, or at local English as a Second Language (ESL) program provider or vocational training center. Contractor shall make connections for the Client and collect information on attendance if the activities are at other locations;

2.4.3.1.3.10 Update IEP any time there is a change in the Client’s situation, or upon a Client’s request. The updated IEP still needs to fit the requirements of the ODHS FSSP or the PDP; and

2.4.3.1.3.11 If the Client is receiving Cash Assistance, the Contractor shall send any recommendations to Agency to update the FSSP or PDP and changes to the IEP to Agency.

2.4.3.1.4 Client Referral to Employment and Career Development Training

Contractor’s RES worker shall discuss PET, Education, and Career Training options with the Client. Depending on where they reside, and on their preferences, the Contractor shall either refer them to the in-house PET and vocational training or to an external training.

Contractor shall discuss available possibilities with the Client and the methods of collecting attendance if attending a training at a different location.

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2.4.3.1.4.1 Contractor shall emphasize that the initial training with PET should include information on the U.S. employment market and how to seek and obtain work in the U.S;

2.4.3.1.4.2 Contractor shall work jointly with mainstream vocational training providers to explore opportunities which fit the employment goals of the Client;

2.4.3.1.4.3 Vocational training for REFC Clients who are professionals in need of professional refresher training and other recertification Services in order to qualify to practice their profession in the U.S., may consist of full-time attendance in a college or professional training program, provided that such training: is approved as part of the individual’s employability plan; does not exceed one year’s duration; and, if completed, can realistically be expected to result in such relicensing. This training may only be made available to individuals who are employed; and

2.4.3.1.4.4 Contractor shall track the Client’s attendance in Employment and Career Development Training.

2.4.3.1.5 Employment Outreach Services

Contractor shall conduct outreach to encourage local employers to hire Refugees.

2.4.3.1.5.1 The Outreach shall include collecting information to determine current employment markets for Refugees;

2.4.3.1.5.2 Contractor shall complete specialized employment market research when there are more skilled Refugees coming into the U.S. with work history that match employer’s demands for a particular skilled labor force;

2.4.3.1.5.3 Contractor’s outreach shall consist of providing potential employers with information regarding Refugees and the support that the Contractor will provide to the employer if they hire a Refugee, and encourage them towards hiring Refugee workers; and

2.4.3.1.5.4 Contractor shall maintain a resource list of employers who are open to hiring Refugees.

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2.4.3.1.6 Job search and Job Placement Services

Contractor shall assist those Refugee Clients whose IEP lists finding employment as a goal.

2.4.3.1.6.1 Job Search

Requires Contractor’s assistance and shall include:

• Collecting information on local job openings and providing such information to Clients;

• Outreach to employers to advocate for the hiring of Refugee Clients;

• Assisting Clients who show an interest in a particular vacancy to apply for the position. Contractor shall be responsive to the Client’s request for assistance to apply at particular job sites, even if in the Contractor’s opinion, the Client is not qualified for the position;

• Assisting Clients in completing online applications for positions they are interested in;

• Following up on the results of the applications with the employer;

• If the employer is interested in interviewing a Client, evaluate the Client’s interview skills, and provide coaching if needed prior to the interview;

• Providing transportation assistance if requested by the Client;

• Assisting the Client at the interview if allowed by the prospective employers.

• Following up after the interview to seek the results of the interview; and

• Advising the Client based on the observed interview or information received from the interviewer.

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2.4.3.1.6.2 Job Placement

Contractor shall assist a newly employed Client with the following:

• Understanding the requirements of the job;

• Making a transportation plan;

• Stressing the importance of punctuality and calling the employer if there is an issue preventing the employee from reaching the job site;

• Explaining the Client’s rights and responsibilities at work;

• Providing interpretation and other assistance requested by the Client upon placement; and

• Contractor shall complete job Placement forms and send to the Agency worker handling the case and to Agency Central office.

2.4.3.1.6.3 Job Retention Services

Contractor shall follow up with the newly placed Client and their employer at regular intervals.

• Job retention Services shall be provided for a period of up to 90 days after job placement, to ensure that the new placement is proceeding smoothly; and

• The objective of job retention Services is to ensure issues and complaints are resolved equitably between the employer and Client minimizing any disruption to the employment.

2.4.3.1.6.4 Coordination of Services.

Maintaining communication with Agency: Contractor shall maintain regular communication with Agency regarding Clients who are receiving Cash Assistance and have been referred by Agency for RES. The purpose is to keep the Agency

DAS Procurement Services, Version 4.5 March 31, 2023 Page 25 of 65 worker handling the case updated regarding the Client’s participation and progress in RES activities. At a minimum the following information is to be conveyed to the Agency worker handling the case:

• Client’s job placement, including hours of work, wage, and employer information;

• Client’s medical limitations which limit class attendance or employment work search activities, which were not included in the PDP or the FSSP;

• Client medical statements limiting participation in activities;

• Changes in the IEP;

• Changes in activities; and

• Client’s participation and attendance

2.4.3.1.7 Youth Employment Services

Contractor shall assist youth Refugees, who are 16 years old or older, to find summer or after school employment. Contractor shall ensure:

2.4.3.1.7.1 The youth Refugee is not leaving or missing school to join employment; and

2.4.3.1.7.2 Youth Employment Services consist of outreach, job search, job placement and job retention as per the description above.

In addition Contractor shall provide Services with special emphasis on the youth’s safety. This shall include but not be limited to:

• Making sure transportation is available to the youth employee from the work site;

• Ensuring the parent(s) are informed of the youth’s employment Services;

• Ensuring that the details of the youth’s employment

DAS Procurement Services, Version 4.5 March 31, 2023 Page 26 of 65 including the address; hours of work, transportation arrangements, and supervisor’s name are provided to the parents, and are in written format with the youth;

and

• That the youth knows what to do in case of an emergency or if they have a question.

2.4.3.1.8 Case Closure

Contractor shall close an Employment case in the following instances:

2.4.3.1.8.1 Completing 90-day retention of job placement if the Client is no longer receiving Services;

2.4.3.1.8.2 If the Client withdraws from Services. This information shall be conveyed to the Agency worker handling the case;

2.4.3.1.8.3 Receipt of an updated PDP or FSSP which removes finding employment as a goal for the Client;

2.4.3.1.8.4 In case of loss of contact, Contractor shall inform Agency if there is a Cash Assistance case open at Agency. If a Cash Assistance Case is open, Contractor shall wait for the Agency Cash Assistance case to close prior to closing the Employment Service case. If there is no Agency Cash Assistance case open, then the Contractor shall mail a 10-day notice at the last known address and close the Employment Service case at the end of the notice period;

2.4.3.1.8.5 Lack of participation on the part of the Client shall be reported to the Agency Family Coach, if there is an open Agency Cash Assistance case. The Employment Service case shall be closed after consultation with the Agency worker handling the Cash Assistance case. If there is no Agency Cash Assistance case open and the Client is not participating, then the Employment Service case closure shall occur after an in-house staffing. The Contractor shall mail a 10-day notice at the last known address and keep a copy on file; and

2.4.3.1.8.6 Contractor shall provide all information; and participate upon request, if there is an Agency staffing.

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2.4.3.2 PET

Contractor shall provide PET and mainstream Education Connection Services to all new RES Clients whose IEP requires participation in these Services; and career development Services to all those Clients who request it. Those Clients whose cases are being reopened shall be screened to see if they need the in-house trainings, or if they can be referred to mainstream services. New Clients who are already enrolled in mainstream ESL classes shall be evaluated to see if they need to receive Contractor’s PET as well. Contractor’s PET shall cover the following basics:

2.4.3.2.1 English as a Second Language

2.4.3.2.1.1 Contractor shall provide ESL classes with an emphasis on English as it relates to obtaining and retaining a job;

2.4.3.2.1.2 To avoid interference with refugee employment, ESL classes must be provided to the fullest extent feasible outside normal working hours; and

2.4.3.2.1.3 ESL classes must be provided in a concurrent, rather than sequential, time period with employment or with other employment-related Services.

2.4.3.2.2 Introduction to U.S. Employment

2.4.3.2.2.1 Explaining how the U.S. employment market works;

2.4.3.2.2.2 Job search steps such as reading job announcements, networking, dropping off resumes, and other job search related tasks;

2.4.3.2.2.3 Explaining how to complete Job Applications, such as understanding the terminology, and defining one’s skills and past experience;

2.4.3.2.2.4 Learning basic English terms to complete employment applications, and understanding interview questions; and

2.4.3.2.2.5 Any other areas where the Contractor thinks instruction would be helpful to the Client.

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2.4.3.2.3 Mass Transit Training (MTT) Provision to Clients in the Use and Understanding of Public Transportation.

Contractor shall provide MTT to the Client. MTT shall include, but not be limited to:

2.4.3.2.3.1 An overview of the city geographical divisions;

2.4.3.2.3.2 Reading street signs;

2.4.3.2.3.3 Reading a city map;

2.4.3.2.3.4 How to find out bus arrival and departure times;

2.4.3.2.3.5 Bus fares, zones, and how to pay for transportation;

2.4.3.2.3.6 How to use public transportation – including learning to use the bus and the light rail system;

2.4.3.2.3.7 Rights and Responsibilities while using public transit;

2.4.3.2.3.8 Contractor shall ensure that the Client has a basic idea of how to use the public transportation system at the end of the class training; and

2.4.3.2.3.9 For Clients residing outside the Tri-County area, Contractor shall refer Clients to the RA who resettled the Client, or to the Agency Family Services and Connections Project for transportation training.

2.4.3.2.4 Child Care Training (CCT)

Contractor shall provide a Child Care training to all those enrolled Clients whose children are under 13 years old or have special needs which require childcare until age 18. The training shall cover, but is not limited to:

2.4.3.2.4.1 Choosing a childcare provider;

2.4.3.2.4.2 What to expect from a childcare provider;

2.4.3.2.4.3 Addressing safety concerns, including provision of medication, children’s allergies, and other safety concerns;

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2.4.3.2.4.4 Client responsibilities;

2.4.3.2.4.5 When childcare can be used and reimbursed by Agency;

2.4.3.2.4.6 Submission of childcare expenses to Agency;

2.4.3.2.4.7 What happens once the Client is employed; and

2.4.3.2.4.8 Assistance that is available for children with special needs.

2.4.3.2.5 Occupational Training Modules

Contractor shall create and provide short training modules on entry level occupations. These shall be designed to assist and develop quick skills for entry level occupations such as Janitorial/Housekeeping; Food Handler’s Card; Math Conversion skills, and other such skills The Occupational Training shall be provided in-house, and a schedule prepared based on the demand for the training.

2.4.3.2.6 Vocational Training

Contractor shall explore the possibility of short-term Vocational Training with the Client if it meets the IEP requirements.

Contractor shall:

2.4.3.2.6.1 Review with the Client any additional areas where they determine that the Client may benefit from specific training or instruction that would be helpful to the Client;

2.4.3.2.6.2 Research or otherwise assist the Client who has an interest in an occupation where a short-term vocational training, of less than one (1) year in length, can help them achieve their long-term career goal. Assist by connecting them with vocational training opportunities locally;

2.4.3.2.6.3 Work with the Client to see if the training is part of their employment plan; how the Client will support themselves while receiving vocational training; and available resources to pay for the training;

2.4.3.2.6.4 Research with mainstream agencies to see if the Client can

DAS Procurement Services, Version 4.5 March 31, 2023 Page 30 of 65 access the training through WorkSource Oregon, Local Community Colleges or other providers. If the Client receives TANF, the Contractor shall reach out to the Agency worker to see if the training can fit into the Client’s PDP; and

2.4.3.2.6.5 Contractor shall provide support to the Client to create a vocational training plan. Client specific training needs may be paid for depending on the project funds available as stated in the Budget Summary of the awarded Contract. If funds are available, the Contractor may only pay for approved vocational training for Clients.

2.4.3.2.7 Education Connection Services

2.4.3.2.7.1 Contractor shall work actively with the local community colleges or other ESL providers to enroll the Client into mainstream ESL classes; and

2.4.3.2.7.2 Contractor will decide to complete Comprehensive Adult Student Assessment Systems (CASAS) testing in order to assist early enrollment in local colleges.

• Contractor shall collect Client attendance from the mainstream community colleges either directly from the college office, after getting a Release of Information from the Client, or directly from the Client at regular intervals as needed to track participation;

• Contractor shall work out times when the Client shall attend classes and when the Client shall be available for work search;

• Clients who are volunteers for employment or are secondary wage earners unwilling to participate in community college ESL due to the timing of ESL Services are available, may be referred to the RAs for connection to smaller local language acquisition resources; and

• Clients who are receiving Cash assistance need to meet participation requirements where attendance information is required.

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2.4.3.2.8 Career Development Services

Contractor shall ensure that Employment is the primary outcome for all enrollees as per OAR 461-130-0315.